Contact Maintenance

Menu Path: Customer Service $Images\bluerarw.gif$ Customers $Images\bluerarw.gif$ Setup $Images\bluerarw.gif$ Contact Maintenance

Alternate Menu Path: Purchasing $Images\bluerarw.gif$ Module Setup $Images\bluerarw.gif$ Suppliers $Images\bluerarw.gif$ Contact Maintenance

Alternate Menu Path: Accounts Payable $Images\bluerarw.gif$ Module Setup $Images\bluerarw.gif$ Suppliers $Images\bluerarw.gif$ Contact Maintenance

Alternate Menu Path: Accounts Receivable $Images\bluerarw.gif$ Module Setup $Images\bluerarw.gif$ Customers $Images\bluerarw.gif$ Contact Maintenance

Note You can also click the Contacts button in the ribbon in any window that allows you to specify associated contacts. If you use this method to create a new contact from Customer Maintenance, the contact address, phone number, and fax number default from the customer.

Purpose

View and define contacts.
Enter or update the GDPR consent-related information.

Overview

Use Contact Maintenance to view, create, edit, and delete contacts. You can only view, create, edit, or delete contacts if you are a member of the contact group for the contact and are set up with access to view, create, edit, or delete contacts for the contact group in Contact Group Maintenance. Use Contact Maintenance to also enter or update the GDPR consent-related information.

Note When you create a new contact, the contact's address, phone, and fax number default to the address, phone, and fax number of the associated customer, customer billing address, customer shipping address, supplier, or prospect.

Creating Contacts

To create a new contact:

Click the New button in the ribbon.

Note If you access Contact Maintenance from another window, the New button is only enabled if you were in New or Update mode in the window you used to access Contact Maintenance.

Select the type of contact you are creating.
Enter the customer, prospect, or supplier for which you are entering the contact.
Enter a contact name, contact type, complete address information, and the phone, fax, and email address. These play an important role when selecting documents to be sent to the selected contact person.
If the contact is for a customer or prospect, and will be used for CRM tasks, click the CRM Options tab, and enter the appropriate options for the contact.
Click the OK button in the ribbon to save the contact information.

You can also import contacts in Contact Import, and change existing contacts in Contact Change Import.

Ribbon Home Tab Buttons

Button	Description
Exit	Click this button to close the Contact Maintenance window.
New	Click this button to create a new contact. Note If you access Contact Maintenance from another window, this button is only enabled if you were in New or Update mode in the window you used to access Contact Maintenance.
Update	Click this button to edit the selected contact. This button is only enabled if you are allowed to update contacts for the contact group of the selected contact. Note If you access Contact Maintenance from another window, this button is only enabled if you were in New or Update mode in the window you used to access Contact Maintenance.
Delete	Click this button to delete the selected contact. This button is only enabled if you are allowed to delete contacts for the contact group of the selected contact. Note If you access Contact Maintenance from another window, this button is only enabled if you were in New or Update mode in the window you used to access Contact Maintenance.
OK	Click this button to accept an action. This button only appears after you click New, Update, or Delete.
Cancel	Click this button to cancel an action. This button only appears after you click New, Update, or Delete.
First	Click this button to display the first contact.
Prev	Click this button to display the previous contact.
Next	Click this button to display the next contact.
Last	Click this button to display the last contact.
Documents	Click this button to display Contact Document Selection, which allows you to select which documents are automatically delivered to the selected contact.
Attachments	Click this button to display Attachment Entry, which allows you to view and enter attachments for the selected contact.
Notes	Click this button to display Notes Entry, which allows you to view and enter notes for the selected contact.
GDPR	Click this button to open the GDPR Maintenance window, which allows you to manage the data subjects' consent to use their personal data in Apprise. Note that an orange check mark appears on this button if personal data such as an address has been erased or filled already in GDPR Maintenance. This button is only available on the tabs that contain personal data such as addresses, phone numbers, fax numbers, and email addresses. For more information about data erasure, see GDPR Personal Data Removal or Right to be Forgotten Management. NOTE You can only update the GDPR information when updating or creating a contact.

Fields and Buttons

Field or Button	Description
Contact Type	Select the type of contact you want to create.
Customer/Supplier/Prospect Code	Enter the customer, prospect, or supplier code, or click the Lookup button to select a customer, prospect, or supplier code.
Sequence #/Ship to #	Enter the customer bill-to or ship-to address ID, or click the Lookup button to select a bill-to or ship-to address ID. This field is only available if you select the Customer Billing or Customer Shipping radio button.
Customer/Supplier/Prospect Name	Enter the customer, prospect, or supplier name, or click the Lookup button to select a customer, prospect, or supplier name. This field is only available if you select the Customer, Supplier, or Prospect radio button.
Contact Name	Enter a contact's name, or click the Lookup button to select a contact name.
Title	Enter the job title for the contact.

Main Tab Fields and Buttons

Field or Button	Description
Primary Contact	Select this check box if this contact is the primary contact for the customer, prospect, or supplier. There can only be one primary contact for each customer, prospect, or supplier.
Contact Group	Enter the contact group the contact is in, or click the Lookup button to select a contact group.
Address 1	Enter the first line of the contact's street address. This field defaults to the first line of the address for the associated customer, customer billing address, customer shipping address, supplier, or prospect.
Contact Type	Enter the contact type for the contact, or click the Lookup button to select a contact type.
Address 2	Enter the second line of the contact's street address. This field defaults to the second line of the address for the associated customer, customer billing address, customer shipping address, supplier, or prospect.
Salutation	Enter a salutation for the contact.
Address 3	Enter the third line of the contact's street address. This field defaults to the third line of the address for the associated customer, customer billing address, customer shipping address, supplier, or prospect.
Contact User-defined 1-10	Enter appropriate information in the contact-specific user-defined fields.
City	Enter the city of the contact's address, or click the Lookup button to select a city. For information on setting up cities, see Postal Code Maintenance. This field can default from the postal code if the postal code is set up in Postal Code Maintenance. This field defaults to the city of the address for the associated customer, customer billing address, customer shipping address, supplier, or prospect.
State/Province	Enter the state or province of the contact's address, or click the Lookup button to select a state or province. This field can default from the postal code if the postal code is set up in Postal Code Maintenance. This field’s label can be set up in Country Maintenance. This field defaults to the state or province of the address for the associated customer, customer billing address, customer shipping address, supplier, or prospect.
Postal Code	Enter the postal code of the contact's address, or click the Lookup button to select a postal code. If you set up the postal code in Postal Code Maintenance, the City, County, and State/Province fields are automatically populated when you enter the postal code. This field defaults to the postal code for the associated customer, customer billing address, customer shipping address, supplier, or prospect. The format of the postal code is set up for the country in Country Maintenance, and can optionally be set up to be validated.
Country	Enter the contact's country, or click the Lookup button to select a country. The country controls the format and/or validation of the postal code, the format of the phone fields, and the label for the State/Province field. For information on setting up countries, see Country Maintenance.
County	Enter the county of the contact's address.
Phone #1	Enter the contact's primary telephone number. The format of the telephone number is set up in Country Maintenance. This field defaults to the phone number for the associated customer, customer billing address, customer shipping address, supplier, or prospect.
Ext	Enter the contact's phone extension.
Fax #	Enter the contact's fax number. The format of the fax number is set up in Country Maintenance. This field defaults to the fax number for the associated customer, customer billing address, customer shipping address, supplier, or prospect.
Cell Phone #	Enter the contact's cell phone number. The format of the phone number is set up in Country Maintenance.
Home Phone #	Enter the contact's home phone number. The format of the phone number is set up in Country Maintenance.
Other Data	Enter any other information for the contact.
Email Address	Enter the primary email address for the contact.
Short Descr	Enter a short description for the contact.

CRM Options Tab Fields and Buttons

Note This tab is only available for customer and prospect contacts.

Field or Button	Description
Allowed to Call	Select this check box if the contact allows your company to communicate with them by phone. This check box is selected by default.
Allowed to Fax	Select this check box if the contact allows your company to communicate with them by fax. This check box is selected by default.
Allowed to Mail	Select this check box if the contact allows your company to communicate with them by mail. This check box is selected by default.
Allowed to Email	Select this check box if the contact allows your company to communicate with them by email. This check box is selected by default.
Allowed to Visit	Select this check box if the contact allows your company to visit them. This check box is selected by default.
CRM Notes	Enter information about the customer and contact. This information is displayed for CRM tasks.